ALPENA PUBLIC SCHOOLS ALPENA, MICHIGAN REQUEST FOR PROPOSAL
For:
Dispatching, Fleet Maintenance and Management (Mechanical)
Due Date:
Wednesday June 21, 2017, 2:00 p.m. local time
At:
Alpena Public Schools Business Office 2373 Gordon Rd. Alpena, MI 49707
GENERAL CONDITIONS AND SPECIFICATIONS Sealed proposals for instituting a Dispatching, Fleet Maintenance and Management (Mechanical) program for Alpena Public Schools fleet will be received at the Business Office until 2:00 p.m., Wednesday, June 21, 2017. The office is located in the Alpena Public Schools Administration Building, 2373 Gordon Rd., Alpena, MI 49707. All proposals must be received on or before that time to be considered and all proposals must be plainly marked on the exterior of the envelope: "SEALED PROPOSAL – DISPATCHING, FLEET MAINTENANCE AND MANAGEMENT" Only sealed bids will be accepted. Facsimile or emailed bids will not be accepted. Likewise, late bids will not be accepted but will be returned unopened. Copies of this RFP and related forms are available online at www.alpenaschools.com
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GENERAL CONDITIONS All bids are to be submitted on the forms provided, and no other bids will be considered. Any information that the bidder wishes to present in addition to that required may be placed on a separate piece of paper and attached to these forms. It is understood and agreed that any person in the office of Alpena Public Schools will be absolved from responsibility for the premature opening of any proposal not properly labeled. Alpena Public Schools reserves the right to reject any or all bids. All bidders must agree to conform to all of the conditions and specifications herein mentioned. A mandatory Walk-Thru and Pre-Proposal Conference will be conducted at 1357 M-32 W, Alpena, MI 49707. The deadline for that meeting is Wednesday, June 7, 2017. Please contact Ken McInerney at 989-766-0175 for scheduling. This conference will include a tour of the existing maintenance facility and a question and answer period. Questions must be submitted in written form and submitted to Kenneth McInerney Director of Facilities and Transportation, via
[email protected]; to 1357 M-32 W, Alpena, MI 49707; or via fax at 989-3585795 no later than Tuesday, June 12, 2017 at 3:00 p.m. IT IS MANDATORY THAT A REPRESENTATIVE ATTEND THE PRE-PROPOSAL CONFERENCE. NON-ATTENDANCE MAY BE CAUSE FOR DISQUALIFICATION. BID SECURITY - a Certified or Cashier’s Check or an acceptable Bid Bond made payable to Alpena Public Schools, in an amount of not less than 5% of the total bid submitted must accompany each bid. The Bid Guarantee shall be forfeited as liquidated damages if the bidder fails to execute a contract and furnish a Performance Bond as specified, within ten (10) days after receiving notification of a contract award. Checks posted as security by unsuccessful bidders will be returned as soon as possible after the award is made. Checks of the successful bidders will be returned upon receipt of a Performance Bond to cover the contract issued. QUALITY OF MATERIALS - All items upon which a proposal is offered shall meet or exceed original equipment manufacturer (OEM) specifications. BID EVALUATION The bid is invalid if it is not received at the designated location prior to the time and date set forth or as amended by addendum and such invalid bid will not be opened. The bidder acknowledges the right of the Owner to reject any and all proposals, to waive any irregularity in a bid or part thereof and to accept such a bid that is in the best interest of Alpena Public Schools.
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PROPOSAL FORM Enclosed with the specifications are proposal forms which the bidder may submit and retain a copy for their own records. TERM OF BIDS All Proposals submitted in response to this Request for Proposal must be held firm for ninety (90) days. QUESTIONS Any questions regarding the Specifications or Proposal Requirements should be addressed to the Kenneth McInerney, Director of Facilities and Transportation, 1357 M-32 W, Alpena, MI 49707, telephone 989-358-5794,
[email protected], cell phone 989-766-0175.
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TABLE OF CONTENTS ALPENA PUBLIC SCHOOLS INTENT 1.
STATEMENT OF WORK 1.1 1.2 1.3 1.4 1.5 1.6
2.
PREVENTIVE MAINTENANCE 2.1 2.2 2.3 2.4
3.
Annual State of Michigan Bus Inspection Routine Maintenance and Repairs Scheduling Performance
REPAIRS 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8
4.
Facilities Management Capabilities Cost Section Fleet Assessment Hours of Service Security
Repair Limitations Road Calls Quick Fix Warranty Re-Work Outside Repairs Vehicle Preparation and Disposal Accidents
PARTS 4.1 4.2
Parts Supply Inventory
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5.
REPORTING 5.1 5.2 5.3 5.4 5.5
Records Files Monthly Report Annual Performance Report Invoices
6.
FLEET MANAGEMENT INFORMATION SYSTEM
7.
OTHER SERVICES 7.1 7.2 7.3 7.4 7.5 7.6 7.7
8.
Emergencies Directed Work Investigations Waste Purchases Fuel Misc. Services
STAFFING PROVISIONS Contractor’s General Manager Contractor Benefits
8.1 8.2
9.
RIGHT TO REQUIRE PERFORMANCE
10.
INSURANCE 10.1 10.2 10.3
Mandatory Insurance Requirements Policy Cancellation Certificate Holder
11.
WORKING CONDITIONS
12.
JOB SAFETY COMPLIANCE
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13.
TERMS 13.1 13.2 13.3
14.
COSTING METHODOLOGY 14.1 14.2 14.3 14.4 14.5 14.6
15.
Contract Cost Proposal Personnel Costs Parts/Supplies/Outside Services Overhead Expenses Administrative Costs Management Fees
ADJUSTMENTS TO THE CONTRACT PRICE 15.1 15.2
16.
Definitions Contract Term Contractor’s Relationship to Alpena Public Schools
Changes in the Size or Composition of the Fleet Unusual Cost
NON-CONTRACT COSTS 16.1 16.2 16.3
Capital Expenditures Directed Work Additional Reimbursable Items
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TABLE OF CONTENTS
ATTACHMENTS TO REQUEST FOR PROPOSAL Certificate and Non-Collusion Statement Proposal Form Attachment A (Proposal Requirements) Attachment B (Proposal Evaluation Criteria) Attachment C (Agreement and Certification of Compliance with Federal Laws and Regulations) Attachment D (Proposal Transmittal Letter Requirements) Attachment E (Vehicle List) Attachment F (Dispatcher Job Description)
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REQUEST FOR PROPOSAL BACKGROUND Alpena Public Schools owns and operates a fleet of school bus and other vehicles (see Attachment C for subject list of vehicles). A third party contractor currently provides the fleet management and maintenance to Alpena Public Schools. The maintenance of the fleet is currently performed at the Transportation Center located at 1357 M-32 W, Alpena, MI 49707 by the third party. This Request for Proposal (RFP) is intended to secure the services of an experienced Contractor to provide Dispatching, Fleet Maintenance and Management (Mechanical) services for Alpena Public Schools. INTENT It is the intent of Alpena Public Schools to procure the services of an experienced Contractor who will assume responsibility for the management of Alpena Public Schools school bus and support fleet preventive maintenance and repair operation, and manage the inventory for Alpena Public Schools fleet maintenance and repair, and to perform other functions routinely associated with the efficient management of the fleet. In addition, it is the intent of Alpena Public Schools to procure the services of an experienced Contractor who will provide Dispatching services, including route development and maintenance using VersaTrans for the Alpena Public Schools school bus routes. The goals of this procurement include:
Control overall fleet maintenance quality and cost.
Control vehicle availability.
Control overall fleet operating efficiencies to include a reduction in capital expenditures for fleet assets.
Provide professional dispatching services, including route development and maintenance using VersaTrans.
The Contractor will assist Alpena Public Schools with disposal of any inactive, excess and obsolete automotive parts in stock if owned by the District, with complete proceeds from the sale of excess and obsolete parts being credited to Alpena Public Schools.
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BID PACKAGE Substantial deviations from the minimum requirements of this RFP and the Statement of Work may cause disqualification from further consideration at the discretion of Alpena Public Schools. 1.
STATEMENT OF WORK The Contractor shall provide scheduled preventive maintenance, remedial repairs, towing, parts inventory management, and other associated School Bus fleet management services required to ensure the continuity of effective and economical operation of Alpena Public Schools vehicles and equipment listed in Attachment E. The Contractor will furnish all necessary supervision, labor, parts, supplies and subcontract work required to maintain the fleet in a state-of-repair and service consistent with generally accepted industry fleet practices and as more specifically defined in this RFP. In addition, the Contractor will provide and maintain a permanent, detailed, automated record system (Work Orders) for each vehicle and vehicle category in order to provide a basis for optimum fleet management and provide detailed maintenance and operating information for Alpena Public Schools. The Contractor will provide qualified dispatching staff over a split shift from 5:00 a.m. to 9:00 a.m. and 1:30 p.m. to 5:30 p.m. (8 hours daily) when school is in session to the Transportation staff. Additionally, the dispatching staff will work on non-school days (8 hours daily) on a flexible schedule as mutually determined. The dispatching staff will be responsible for developing and maintaining routes using VersaTrans software; which services include adding and subtracting riders, bus stops, routes and map details, performing grade advancements annually, coordinating daily synchronization with the Districts Student Information System (Synergy) and all other services related to maintenance of a safe, efficient and reliable school transportation system. A complete Job Description is attached as Attachment F. Respondents are encouraged to offer suggestions and recommendations in the course of making their proposals for ways to economize without affecting quality. Examples would include benchmarking, fuel economy programs, Alpena Public Schools tire replacement program, etc. If such proposed items are in conflict with the requested items contained in this RFP, the bidder is advised to make such recommendations in the form of an Alternate proposal. 1.1
FACILITIES
Work will be performed at the Alpena Public Schools Transportation Center located at 1357 M-32 W, Alpena, MI. 49707. Such facility will remain the property of Alpena Public Schools.
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The Contractor shall not use the facility for work on vehicles or equipment not owned or leased by Alpena Public Schools unless otherwise directed or permitted in writing by a duly authorized representative of Alpena Public Schools. It shall be understood that smoking is not allowed in any school owned facility, vehicle, parking lot, et cetera. This prohibition is strictly enforced. Alpena Public Schools shall also provide Alpena Public Schools-owned equipment, tools, manuals, and furniture located at Alpena Public Schools Transportation Center. All equipment added during the term of the Contract, and approved by Alpena Public Schools prior to acquisition, will become the property of Alpena Public Schools. The cost of special equipment (purchase or lease) if approved by Alpena Public Schools, shall not be included in the contract cost and will be billed to Alpena Public Schools with the monthly invoice. Alpena Public Schools may establish an amortization schedule for major equipment purchases whereby the Contractor will invoice only the scheduled amount monthly, if mutually agreed to by the Contractor. The physical facility, office and shop equipment, provided to the Contractor for the term of the contract, will be returned to Alpena Public Schools upon completion of the Contract in the same condition they were provided to the Contractor, except for normal wear and tear. Alpena Public Schools will supply gas, water and electricity at no cost to the Contractor. The facility will include printing, copying, postage and telephone use on the District’s network provided these are Contract related. Only long-distance phone calls associated with the management and maintenance of vehicles may be included in the proposer’s Contract Price. In addition, Alpena Public Schools will provide the Contractor with access to and use of the District’s radio system, camera system, and software system(s) for purposes of providing services to the District. The Contractor shall be required to adhere to the District’s acceptable use policies regarding radio transmissions and all technologies. It is anticipated by this Request for Proposal that the Contractor will also supply its own computer software, hardware, and systems other than basic office productivity software, SIS and VersaTrans systems (for example, engine analyzers, work order programs, Inventory Control Programs, cell phones, email communications system, etc. for the purposes of performing under the Contract unless expressly outlined in the RFP response and agreed to by the District. Should the Contractor require physical connections for technology, these must be clearly outlined in the Response. The physical facility and shop equipment such as compressors, lifts, etc., will be maintained by Alpena Public Schools, including replacement, repairs, maintenance, and/or renovations with the Contractor being responsible for informing Alpena Public Schools of degraded conditions. The Contractor will be responsible for immediately notifying Alpena Public Schools in the event major shop facility equipment such as a lift requires service or repair to operate safely.
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Should any piece of equipment require special training, Contractor personnel must certify completion of said training in writing prior to being allowed to operate any such equipment. Alpena Public Schools shall be responsible for replacement of such equipment and facilities at the end of its useful life or as otherwise necessary. 1.2
MANAGEMENT CAPABILITY
Respondent must provide narrative describing the Contractor’s ability to provide route development and maintenance, qualified school bus and support vehicle Dispatching, Fleet Maintenance and Management (Mechanical) services for Alpena Public Schools. Narrative should include, but not be limited to, qualifications and experience of key personnel and a description of experience. All mechanics whose services will be provided in fulfillment of services shall possess minimum qualifications consisting of a minimum of a high school diploma or GED, three years relevant experience, and Certification as required by Section 4 of the Motor Vehicle Service and Repair Act (MCL 257.1304) for facilities performing repairs. Must be a certified Heavy Truck mechanic (Master Certification Preferred) for all vehicle systems, and possess a CDL-B driver’s license with P, S, & A endorsements to serve as substitute bus driver when needed. In addition, the mechanics must be able to pass mandatory background checks. (Endorsements may be obtained after contract award at Contractor cost.)
1.3
COST SECTION With respect to the operating budget and management service fee proposed, Alpena Public Schools shall not be responsible for payment of any amounts in excess of the amounts set out in the proposal. In the event that the Contractor incurs costs in excess of the proposed amounts, the Contractor will be responsible for such costs, provided, however, this will not limit in any way other amounts specifically provided for elsewhere in the Bid Package.
1.4
FLEET ASSESSMENT Within three (3) months of the start of the contract, the Contractor shall perform an assessment of every vehicle in the fleet and correct or identify any deficient conditions. Deficient vehicles are those identified as not meeting the fleet standards. Major components are identified as engine, transmission and drive train. Any additional costs incurred under this section (initial fleet assessment) of the contract for major components will require prior written approval of the Director of Facilities and Transportation. Alpena Public Schools reserves the right to have any deficiencies corrected by a qualified third party vendor of Alpena Public Schools choice at Alpena Public Schools expense.
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1.5
HOURS OF SERVICE
The shop shall normally be open from 5:00 a.m. to 5:30 p.m. Monday through Friday. Vehicles and equipment shall be accepted for service during these hours of operation. The shop shall be open and operating every scheduled Alpena Public Schools workday, including those scheduled workdays that fall during school holiday and summer periods. The Transportation Department will observe holidays in accordance with Alpena Public Schools Maintenance Department’s holiday schedule. The Contractor may work on scheduled holidays with prior approval of the Director of Facilities and Transportation. 1.6
SECURITY
The Contractor may change the locks on the parts inventory room only for the duration of the contract. Upon request, the Contractor shall provide duplicate keys to the Director of Facilities and Transportation. The Contractor shall also provide for security of Alpena Public Schools vehicles and equipment while in the Contractor’s possession for maintenance or repair. The Contractor agrees to keep any and all access codes, security codes, etc. which site personnel shall be required to possess strictly confidential. Alpena Public Schools will require all contractor employees to undergo a State mandated background check and fingerprinting as required by law. Presently, certain buses are ‘garaged’ at bus driver homes. The potential exists for other buses to be garaged at alternative sites (for example, a school building) for the purposes of reducing dead head miles. It shall be understood that from time to time it may be necessary for Contractor to tow school buses from these locations and/or perform mechanical services at those sites. 2.
PREVENTIVE MAINTENANCE A preventive maintenance (PM) program will be established for all vehicles and equipment that are the responsibility of the Contractor. The PM program will be designed in accordance with recognized industry standard fleet management practices and will meet the terms and conditions necessary to comply with the original equipment manufacturers (OEM) specifications, state guidelines for school buses, or other specific warranties and recommendations. At a minimum, the Contractor must perform a preventive maintenance inspection on each vehicle and piece of equipment every 4,000 miles or four months of service, whichever occurs first, except for special classes of vehicles, which must be noted in the Contractor’s Proposal.
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2.1
ANNUAL STATE OF MICHIGAN BUS INSPECTIONS
The School Bus fleet will be inspected on an annual basis by the State of Michigan. Inspections are performed by the State of Michigan Vehicle Inspector in the School Bus Maintenance Facility. The Contractor will be required to inspect and prepare school buses and assist the Vehicle Inspector during this process. The Contractor will record all inspection results and prepare a detailed report to Alpena Public Schools upon completion of the inspection. 2.2
ROUTINE MAINTENANCE AND REPAIRS Perform repairs as required, road test and correct deficiencies. Categorized below are specific repairs for which the Contractor assumes responsibility under this contract. Contractor may include a program of replacement for certain items based upon a schedule rather than failure under a PM program provided this is clearly outlined, understood, and agreed to by the District. This is a representative list and is not intended to limit the Contractor’s services.
-
-
-
-
-
Repair or replacement of assemblies, sub-assemblies and components if damaged or failed. Brake repairs as necessary to ensure safe vehicle operation. Repairs include cleaning, adjustment and replacement of worn or damaged items (linings, pads, rotors, calipers, drums, etc.). At a minimum, brake repairs and adjustments will ensure against brake failure prior to the next scheduled PM inspection. All replacement brake parts and materials will meet OEM specifications. Electrical repairs including the charging system, battery, cables, connectors, alternator/generator, voltage regulator; the ignition system starter motor, solenoid switches; wiring for gauges, lights and switches; lights, instrument panel; safety alarms, backup alarms, kill switches and other alarms/warning devices (overheating, low pressure, window and roof hatch). Fuel system repairs and components such as fuel lines, carburetor, injectors, fuel pump, regulator, electric motors, transfer pumps, filters, tanks, valves, vent pipes and shut-off switches. Cooling and heating system repairs including engine cooling components – radiator, fans, hoses, belts, thermostat, water pump, valves, thermo switches; heaters – hoses, heater core, thermostat, blower motor, auxiliary heaters; air conditioning systems - condenser, evaporator, micro switches, electrical components, blower motor, compressor and clutch, auxiliary A/C units; transmission cooler; engine oil cooler; after cooler (turbos). Engine repairs. Repairs encompass cylinders, valves, pistons, crankshaft, flywheel, connecting rods and all associated hardware, valve jobs – push rod, camshaft, rocker arms, timing gears and chain/belt, cam followers or lifters, crossheads.
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-
-
-
-
-
2.3
Transmissions, clutch and driveline repairs: manual clutch – flywheel, pilot bearing, discs, pressure plate, intermediate plates, release bearing, clutch fork, slave cylinder, pedal and linkage, rod, spring tensioner, lining and all associated hardware; transmissions (auto and manual) – shifters, shift linkage, auxiliary transmissions, power take-offs and all associated hardware; drivelines – universal joints, constant velocity joints, drivelines, midship bearings, 2 (or more) piece drive shaft, slip yokes and all associated hardware; transfer cases. Differential and drive axle repairs: Light and heavy differentials. Drive axles – full floating and semi-floating, front axle lock for 4-wheel drive, power take-off lever, and electronic shift controls. Exhaust system repairs encompassing the emission control system; muffler system; exhaust manifold; superchargers, turbochargers; plus any associated heat exchangers or aftercoolers; catalytic converter; exhaust pipes, gaskets and pipe hangers. Chassis, suspension, steering and alignment repairs to meet DOT standards, including light chassis and frame; heavy chassis and frame; suspension – springs, bushings; mechanical and power assisted steering – power clutch, sway bar, ball joints, shock absorbers, tie rods, idler arms, rack and pinion, power steering pump and struts. Tire repairs and replacement which includes replacing damaged or worn tires when inspection reveals that the remaining tread depth is less than the replacement criteria specified in the standards of serviceability. This shall be consistent with existing District tire rotation program. SCHEDULING
PM activities should interfere minimally with the operator’s normally required work schedule. Therefore, vehicle and equipment inspections shall be scheduled at times mutually agreed upon by the Contractor and Alpena Public Schools. The Contractor shall develop and provide an automated PM schedule to the Facilities and Transportation Director with sufficient lead-time. PM schedule notification shall be provided in writing to the Facilities and Transportation Director. The dispatcher will be responsible for all contact with school bus drivers regarding vehicle PM scheduling. The Facilities and Transportation Director, and the vehicle and equipment operators will be responsible for keeping scheduled appointments for preventive maintenance. 2.4
PERFORMANCE
The timely performance of preventive maintenance is incumbent upon the Contractor for all fleet vehicles. The Contractor shall schedule, notify, perform and properly document the scheduled preventive maintenance.
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3.
REPAIRS The Contractor shall make specific repairs to vehicles that are identified through PM, by users, and by breakdown or malfunction. Repairs shall be made as required, limiting the nature and extent of repairs to that which are consistent with the age, mileage, and cost to repair criteria of good fleet maintenance. 3.1
REPAIR LIMITATIONS
Repairs estimated to exceed $1,000.00 must be analyzed by the Contractor to determine the repair's cost effectiveness and be specifically approved by Alpena Public Schools. When equipment replacement appears to be more cost effective than repair, the Contractor shall present such recommendation in writing to Alpena Public Schools. 3.2
ROAD CALLS
The Contractor shall provide emergency road service calls, including towing service, for vehicles in Alpena Public Schools fleet. The Contractor shall have persons on call to expeditiously handle vehicle breakdowns. It is understood that in the event of an emergency the District shall retain the right to contact such on-call personnel directly. The Contractor shall provide the District with a list of on-call personnel including contact information. It is further understood that such service calls may be necessary on weekends or nonschool days due to field trips and athletic events. 3.3
QUICK FIX
The Contractor shall provide a Quick Fix function for minor repairs of less than a onehour duration. Vehicles repaired under Quick Fix are to be moved to top priority. Example quick fix repairs include fluid replenishing, windshield wiper service, and headlight replacement. PMs will not be conducted as a Quick Fix function. 3.4
WARRANTY
The Contractor shall administer all warranties, both for vehicles and parts, associated with management of this fleet. A record shall be maintained for all claims and the status of all warranties, and such record shall be available to the District at all times. 3.5
RE-WORK
The Contractor shall track and identify multiple repairs for the same deficiency on the same vehicle (re-work). 3.6
OUTSIDE REPAIRS/USE OF SUBCONTRACTORS
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The Contractor shall be responsible for arranging and managing the conduct of outside repairs that cannot be performed economically in-house; and shall be responsible for continued review of the need for specific outside repairs as opposed to performing inhouse repairs. These outside repairs may include bodywork and painting, glass replacement, transmission sealing and repair, and such other work that can be utilized at minimum cost to Alpena Public Schools. The Contractor's plan for outside repairs shall be stated in the proposal and included in the contract price with exceptions as noted in the document. The plan shall be periodically reviewed by Alpena Public Schools and the Contractor to ensure that the outside repair versus in-house repair decision remains justified. All responsibility (paperwork, invoicing, quality control, vehicle movement, vehicle security, etc.) shall be that of the Contractor. Subcontractor invoices will be the sole responsibility of the Contractor unless agreed to in writing by the District. The Contractor shall be responsible for requiring that all approved subcontractors have the same liability coverage as the Contractor. All subcontractors will be required to provide proof of such insurance to the District and any subcontractor personnel who perform services on site will be required to undergo the same background checks as Contractor personnel. 3.7
VEHICLE PREPARATION AND DISPOSAL
The Contractor shall prepare newly acquired vehicles for service. Preparation may include inspections, installation of special equipment such as cameras, and radio installation. Vehicles to be sold by Alpena Public Schools shall be prepared for disposal by the Contractor. Preparation shall include removal of tags, decals and special equipment including radios and cameras, and paperwork. When a vehicle is sold, policies and practices of Alpena Public Schools shall be adhered to. Contractor may assist Alpena Public Schools with the conduct of vehicle auctions. Preparation of sold vehicles shall be included in contract price.
3.8
ACCIDENTS
Accident investigation and insurance claims shall remain the responsibility of Alpena Public Schools. In all cases of accidents involving damages to the fleet, the Director of Facilities and Transportation must be contacted prior to any repairs. The Contractor shall be responsible for processing accident repairs including appraisals, estimates, obtaining repair bids, repair quality and timeliness, and shall be responsible for administration, including the payment of invoices if subcontracted. The Contractor shall obtain at least two (2) competitive bids for each accident repair estimated to cost more that $3,000, unless otherwise approved by Alpena Public Schools Director of Facilities and Transportation. Accident repairs and towing costs shall be included in the Contract Price.
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This clause in no way waives the Contractor’s responsibility for any and all claims arising from improper repairs giving rise to the accident and such coverage must be provided under Garage keeper’s insurance and outlined later. 4.
PARTS 4.1
PARTS SUPPLY
The Contractor shall furnish all parts and supplies necessary to maintain and repair vehicles and equipment. Parts installed by the Contractor shall meet OEM specifications. Parts installed on vehicles and equipment shall be identified by part number and cost on the work order for the appropriate assignment. Safety Data Sheets must be obtained for all parts supply and must be readily available onsite at the Transportation Center for access by both Contractor and District personnel at all times. 4.2
INVENTORY
The Contractor shall present a plan to purchase, at cost (to be mutually agreed upon by Alpena Public Schools and Contractor) the useable and non-obsolete active parts and supplies owned by Alpena Public Schools fleet, if any. It is the intent of the District that Inventory owned by the current third-party contractor will be removed from the premises or purchased by the District prior to any transition to a new Contractor. Representatives of Alpena Public Schools and the Contractor will take a complete physical inventory prior to the beginning of the Contract. Upon completion of the inventory, the Contractor will be solely responsible for parts accountability and security. The Contractor will assist Alpena Public Schools with disposal of the inactive, unusable, excess and obsolete parts in Alpena Public Schools stock, if any. Proposers should describe obsolete and overstocked inventory disposal methodologies in their Proposals to Alpena Public Schools. The Contractor shall maintain an adequate parts inventory as part of the Contractor’s Contract Price. A fleet management information system shall be used to monitor the parts inventory and track parts usage on Alpena Public Schools fleet. At a minimum, the electronic system shall be capable of generating a complete inventory by part number and part cost, and a usage rate history for each part normally stocked. Proposers shall describe their program for inventory control, ability to provide volume-purchasing programs, and plans to utilize local vendors and suppliers, as appropriate, in their Proposals to Alpena Public Schools.
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In addition, throughout the contract term, Alpena Public Schools will coordinate with the Contractor on all impending vehicle retirements, so that arrangements can be made in sufficient time to dispose of parts in inventory that are unique to such vehicles prior to their removal from the fleet. Alpena Public Schools may purchase, at cost from the Contractor, all of the active parts in inventory upon completion or termination of the Contract unless otherwise agreed to in writing. 5.
REPORTING The following minimum requirements for reporting and record keeping will be in effect for the term of the contract. Proposers are asked to submit, as part of their Proposals to Alpena Public Schools, any additional reporting methodologies they would recommend enacting for the best interest of Alpena Public Schools and the management of Alpena Public Schools fleet. 5.1
RECORDS
Upon prior notice to the Contract Project Manager, the Contractor shall provide the Alpena Public Schools Director of Facilities and Transportation access at all reasonable times to all electronic and hard data, books, records, correspondence, instructions, plans, drawings, receipts, vouchers, and memoranda of every description related to the Contractor’s school bus Dispatching, Fleet Maintenance and Management (Mechanical) services for Alpena Public Schools, and shall provide Alpena Public Schools Director of Facilities and Transportation cost verification for work. 5.2
FILES
The Contractor shall maintain a complete file of service manuals, service bulletins, lubrication charts and other information needed to properly service and repair the fleet of Alpena Public Schools. A hard copy history folder shall be maintained by the Contractor for each vehicle. This folder will contain, in chronological order, all work orders generated on the vehicle. The folder shall also contain the vehicle’s make, model, year and serial number along with invoice information. Vehicle history will be supplied to the Contractor by Alpena Public Schools. All electronic data stored in the Contractor’s fleet management information system (FMIS) shall be owned by Alpena Public Schools and made available to Alpena Public Schools authorized representatives at any time during the contract. The software and the FMIS shall be owned by the Contractor.
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Contractor further acknowledges that as public records, such information may be subject to the Freedom of Information Act and the Records Retention policies applicable to public schools in Michigan. Contractor expressly agrees to comply with these requirements.
5.3
MONTHLY REPORT
The Contractor shall provide a consolidated monthly management report to be delivered to the Alpena Public Schools Director of Facilities and Transportation on or before the 10th calendar day of the month following the reporting period. This report shall include, but not be limited to: a. b. c. d. e. f. g. h. i. 5.4
Maintenance costs for the month. Costs for accidents and other items not included in contract costs. Number of shop orders. Number of service calls. Number of vehicle PMs scheduled/completed. Downtime by category and in total. Total labor hours expended. Total parts cost. Dispatch hours and any notable incidents or accomplishments
ANNUAL PERFORMANCE REPORT
The Contractor shall provide Alpena Public Schools with a written annual performance report, which summarizes the year’s activity, within thirty (30) days following the end of the contract year. The annual performance report shall include yearly data for those categories presented in the monthly reports, as well as any additional performance information the Contractor believes should be included. Proposers should include as part of their Proposals to Alpena Public Schools, a copy of an example annual performance report.
5.5
INVOICES
The Contractor will invoice Alpena Public Schools by the second week of each month in two parts: the fixed price contract invoice for the prior month’s contract services, and a separate invoice delineating additional reimbursable items (including directed work, approved accident repairs, and approved non-contract work, emergencies, major component failure) which were incurred by the Contractor in the previous month.
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The Contractor shall prepare verification data for any items questioned for the amount claimed and provide complete cooperation during such investigation of any areas in the invoice subject to question. Alpena Public Schools will be responsible for paying the remainder of each month’s invoice when individual invoice line items are awaiting dispute resolution. Invoices shall include backup for all reimbursable items. 6.
FLEET MANAGEMENT INFORMATION SYSTEM The Contractor will own, install, implement and maintain all hardware and software necessary for any electronic record keeping and reporting system for the services. The information system shall provide records of all repairs and servicing activities performed for each vehicle or piece of equipment. The Contractor’s Fleet Management Information System (FMIS) should be a multi-user system capable of integrating all information pertaining to inventory, maintenance, repair, personnel, asset management, etc. Proposers should describe the ongoing FMIS support that will occur throughout the contract. Proposers should include in their Proposals to Alpena Public Schools a complete description of the Contractor’s FMIS, including sample reports, hardware requirements, staffing plan to input and maintain FMIS data, corporate FMIS support programs and personnel, training and orientation programs, and system configuration. Alpena Public Schools may, at its discretion, request a real-time demonstration of the Contractor’s proposed FMIS, as part of the oral presentations or visits to the Contractor’s other existing fleet management sites prior to contract award.
7.
OTHER SERVICES 7.1
EMERGENCIES
The Contractor shall mobilize the shop and provide repair and maintenance services for the duration of emergencies. Such service shall include adequate staffing up to the Contractor’s maximum staffing level to ensure continued vehicle operations at a level determined to be required by Alpena Public Schools. Costs incurred during emergencies are not to be included in the Contract Price. Proposers are required to describe the invoicing for emergency services in their Proposals to Alpena Public Schools. 7.2
DIRECTED WORK
Alpena Public Schools or its designee may direct the Contractor to perform additional tasks (i.e., tasks not related to ongoing and normal operations) under this Contract. The Contractor shall perform such assignments in accordance with an agreed to schedule and level of effort. Cost of such assignments shall not be included in the Contract Price.
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Proposers are to include in their Proposals an hourly fixed rate for such directed work. Such directed work would consist of work requiring expertise or experience from other Contractor staff (who possess the necessary skills) but are not normally scheduled to work at the Bus Garage. Examples might include providing bus driver training courses.
7.3
INVESTIGATIONS
The Contractor shall support Alpena Public Schools with technical investigations related to the fleet. Such investigations may support accidents, fire, or other issues of a technical nature. Proposers are to include in their Proposals the invoicing for such directed work.
7.4
WASTE
The Contractor shall be responsible for and shall propose/retain vendors for the disposal of wastes generated during the course of the Contract. Any fees associated with the disposal of wastes shall be the responsibility of the Contractor and accordingly should be included in the Contractor’s proposal. The Contractor shall maintain records on all hazardous chemicals and other hazardous waste. The records shall contain the materials' origin, use, transportation, and ultimate distribution and disposal. All disposals shall be in accordance with current Alpena Public Schools, State and Federal laws and EPA regulations. The Contractor shall provide training and management for employees working with and handling hazardous materials, in accordance with laws and EPA regulations. The Contractor will provide a written Hazard Communication Program. The Contractor agrees to expressly hold Alpena Public Schools free of liability for all actions of the Contractor relating to waste handling, temporary storage, and/or disposal. Proposers should include in their Proposals to Alpena Public Schools a description of their qualifications to handle waste streams generated as a part of normal fleet maintenance.
7.5
PURCHASES
The Contractor shall assist Alpena Public Schools in preparing purchase specifications for additional or replacement vehicles and service equipment as needed. In addition, the Contractor shall assist Alpena Public Schools with inspections and assessments of used vehicles and equipment under consideration for purchase or lease. The Contractor shall identify and nominate for Alpena Public Schools the purchase of other equipment that will reduce the cost of maintenance and/or improve the quality of vehicular services.
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7.6
FUEL
In the normal course of business, Alpena Public Schools will fuel all vehicles. However, from time to time it may become necessary for Contractor personnel to fuel a vehicle. Contractor agrees to follow all fueling policies and procedures of Alpena Public Schools and to protect the confidentiality of all access codes and passwords. 7.7
MISCELLANEOUS SERVICES
Proposers may include in the Proposals other services that may improve Alpena Public Schools efficiency, lower operating costs, and/or lower capital costs. 8.
STAFFING PROVISIONS Alpena Public Schools reserves the right to take appropriate action regarding the behavior of any Contractor employee whose performance or actions are obviously detrimental to the program. Such actions may include requests for reassignment or dismissal of the Contractor employee. Contractor acknowledges that as a public school, Alpena Public Schools holds its employees and contractors to the highest moral and ethical standards and it is expected that contractor employees will adhere to those same standards. The Contractor shall have the responsibility for selecting personnel to perform the services to be provided hereunder. The Contractor shall be required to perform preemployment drug testing, fingerprinting and background checks for all proposed Contractor employees. From time to time, Contractor employees may interact with students and parents. It is acknowledged and expressly understood by the Contractor that all personnel shall keep all information about students confidential in accordance with the Federal Education Rights and Privacy Act (FERPA) as well as state privacy statutes. 8.1
CONTRACTOR’S GENERAL MANAGER
The Contractor’s General Manager shall have proven managerial experience managing and maintaining school fleets and/or fleets of similar composition. Nominee(s) for General Manager shall be presented to Alpena Public Schools for specific approval. 8.2
CONTRACTOR BENEFITS
The Contractor shall have sole responsibility for determining and providing benefits for Contractor employees provided that the benefits offered shall be competitive and comparable to those offered by other private businesses in the area and within this industry. Said benefits will include as a minimum those legally required by the Contractor.
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The Contractor shall be legally liable for compliance with the Affordable Care Act or similar legislation if the ACA is repealed or amended, or new legislation enacted. The relationship between the District and Contractor shall be that of an Independent Contractor and in no event shall the Contractors employees be construed as District personnel. The District will not be responsible for any benefits, worker’s compensation, unemployment, etc. All such costs shall be the Contractor’s responsibility. These costs will be included as part of the Contract Price. 9.
RIGHT TO REQUIRE PERFORMANCE Alpena Public Schools failure at any time to require performance of any provisions thereof by the Contractor shall in no way affect the right of Alpena Public Schools thereafter to enforce it. Nor shall any waiver by Alpena Public Schools of any breach of any provision hereof be taken or held to be waiver of any succeeding breach of such provision or as a waiver of any provision itself.
10.
INSURANCE 10.1
MANDATORY INSURANCE REQUIREMENTS
Prior to the commencement of the Agreement, the Contractor shall obtain and keep in full force and effect until the termination of the Agreement, the following insurance with an insurance company licensed and qualified to do business in the State of Michigan, as evidenced by a Certificate of Insurance and/or certified copies of the insurance policy(ies).
10.1.1
Worker Compensation - Statutory minimum limits
Employers’ Liability with a minimum of $1,000,000 combined single limit. 10.1.2
Commercial General Liability
Minimum $5,000,000 combined single limit of Bodily Injury and Property Damage per occurrence including the following coverage: a. b. c. d. e.
Contractual Liability Premises and Operations Independent Contractors Completed Operations and Product Liability Personal Injury
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10.1.3
Automobile Liability
Minimum $3,000,000 combined single limit of Bodily Injury and Property Damage per occurrence including the following: a. Owned automobiles b. Hired automobiles c. Non-owned automobiles
10.1.4
Garage Keeper’s Legal Liability
Minimum Limits - $1,000,000 per occurrence 10.1.5 Additional Insured Alpena Public Schools shall be named as an additional insured on all policies. 10.2
POLICY CANCELLATION
Sixty (60) days written notice of cancellation or of any material change in the policy (ies) is required. 10.3
CERTIFICATE HOLDER
Alpena Public Schools, 2373 Gordon Road, Alpena, MI 49707.
11.
WORKING CONDITIONS In the performance of the Agreement, the Contractor shall adopt working conditions, Board Policies and employment policies which meet the approval of Alpena Public Schools, provided however, that such policies comply with applicable Federal or State laws.
12.
JOB SAFETY COMPLIANCE It shall be the responsibility of the Contractor to comply with all the provisions applicable to the Occupational Safety and Health Act as enforced by the U.S. Department of Labor and to require all employees to comply with this law and all regulatory State or local laws affecting job safety. At a minimum, Contractor will provide a written Safety Program, a “Lock out/Tag out” Program, and a safety-training program for their employees.
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It shall be the Contractor’s responsibility to maintain throughout the contract period a safety and accident prevention program that meets requirements of Federal, State and local codes and all other authorities having jurisdiction over this work. Contractors are encouraged to include information about training programs, processes and procedures followed to ensure shop safety and continuous ongoing certification and training. Site personnel may also be requested from time to time to participate in Alpena Public Schools training and safety committee functions, and Contractor agrees to permit participation in same.
13.
TERMS 13.1
DEFINITIONS
Where the following terms occur herein, the intent and meaning shall be as follows: Contractor Contractor shall mean the individual, partnership, or corporation (or legally authorized representative if the context so requires) who or which agrees, for a stipulated sum, to perform the work or service, or to furnish materials or equipment, or both, as set forth in a contract with the Alpena Public Schools, Alpena, MI 49707. Contract Contract shall mean an agreement executed by Alpena Public Schools and the Contractor for the performance of the work and services, and the furnishing of materials or equipment, or both, as set forth in this Request for Proposal. The documents that will form the Contract include this "Request for Proposal," all attachments hereto, the winning Respondent’s "Proposal," and the subsequent "Contract Agreement." The Respondents are hereby requested to provide a sample contract as part of their Proposal response.
Surety Surety shall mean the party who is bound with and by the Contractor to ensure the payment of all lawful debts pertaining to and for the acceptable performance of the Contract.
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Contracting Officer(s) Contracting Officer(s) shall mean the designated representative(s) of Alpena Public Schools with the authority to direct and modify the Contract Agreement with the Contractor. Fleet Fleet shall mean all of the units listed in Attachment C as well as units that may be added to or deleted from Alpena Public Schools fleet, subject to agreement by the Contractor.
Downtime Downtime shall mean the percentage of time a piece of equipment is unavailable for use due to a need for repair or preventive maintenance work. Downtime is calculated as follows: Number of hour’s unit is not available for use, divided by 24 Hours per Day Downtime begins when a unit is brought to the garage for authorized repair work, or upon receipt of notification that a unit requires towing to the garage for authorized repair work. Downtime ends when the department to which the unit is assigned is notified that the unit is available for service. Downtime does not include the time to make repairs necessary as a result of vehicle abuse, accidents, warranty, vandalism, or Acts of God. 13.2
CONTRACT TERM The District desires to enter into a three (3) year contract provided performance in the initial year is satisfactory. The duration of the Contract will be from September 1, 2017 to August 31, 2020 for Thirty Six (36) months. Further, this Contract may be renewed, expanded and extended by mutual agreement for renewal periods of one (1) year each ongoing, provided that the funds for subject contract are available and an operating budget is approved by Alpena Public Schools and that the Contractor has established a satisfactory record of performance. It is at the sole discretion of Alpena Public Schools, on an annual basis, to re-bid this contract at any time beyond its three (3) year initial term. The Contractor shall agree that any contract entered into in accordance with this RFP shall be subject to termination by Alpena Public Schools for cause or breach of terms upon ten (10) days written notice.
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Further, the Contractor shall agree that this contract may be terminated upon one hundred and twenty (120) days written notice by either party to the other party. 13.3
CONTRACTOR’S RELATIONSHIP TO ALPENA PUBLIC SCHOOLS Contractor as Independent Contractor It is expressly agreed and understood that the Contractor is in all respects an Independent Contractor as to the work, and that the Contractor is in no respect an agent, servant or employee of Alpena Public Schools. This Contract specifies the work to be done by the Contractor, but the method utilized to accomplish the work shall be the responsibility of the Contractor. Alpena Public Schools shall not enter into any non-compete clauses with respect to the Contractor’s employees; in the event a Contractor employee wishes to apply for any employment position with the District, he/she shall not be barred from doing so. Subcontracting Contractor may subcontract services to be performed hereunder with the prior written approval of Alpena Public Schools, which shall not unreasonably withhold approval. No such approval will be construed as making Alpena Public Schools party of, or to, such subcontract, nor shall approval be construed as subjecting Alpena Public Schools to liability of any kind to any Subcontractor. No subcontract shall, under any circumstances, relieve the Contractor of its liability and obligation under this Contract; and despite such subcontracting Alpena Public Schools shall deal through the Contractor, and Subcontractors will be dealt with as workers and representatives of the Contractor. It is the Contractor’s responsibility to ensure that approved Subcontractors have achieved the same liability coverage as the Contractor, and to ensure Certificates of same are provided to the District. Inspection of Work The Contractor shall furnish Alpena Public Schools or authorized representative(s) with every reasonable opportunity to determine whether the work is performed in accordance with the requirements of the Contract. Alpena Public Schools may appoint qualified persons to inspect the Contractor’s operations and equipment, and Contractor shall permit these authorized representative(s) to make such inspections at a reasonable time and place.
14.
COSTING METHODOLOGY
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14.1
Contract Price Proposal The Contract Price proposal, which shall be the Contractor’s operating budget for each year of this contract, shall be included in the Contractor’s Proposal using the attached Price Proposal Forms and shall include a detailed breakdown for the following cost items: a.
b. c. d. e.
Personnel costs 1. Dispatching Services 2. Skilled Mechanic Services 3. Clerical 4. Other ____________ Parts/supplies/outside services Overhead expenses Administrative costs Management fees
This is a firm fixed Contract Price. 14.2
Personnel Costs Personnel costs will include wages, salaries, fringe benefits, payroll taxes, mechanic and management incentives, overtime costs in accordance with FLSA requirements, etc. Labor costs shall be included in the fixed Contract price.
14.3
Parts/Supplies/Outside Services Parts, supplies, and outside services will be charged to repair orders as the items or services are used. These costs will be included in the fixed Contract price.
14.4
Overhead Expenses Overhead expenses, for example, will include such items as office and shop supplies, uniforms, safety equipment, training, certifications, shipping, bonding costs, copying costs, taxes, and insurance. Overhead costs will be included in the fixed Contract price. Contractor understands that as proposed in this RFP, any sales tax, if any, on supplies and inventory purchases will be the Contractor’s responsibility unless an alternate proposal is made wherein Alpena Public Schools continues to purchase.
14.5
Administrative Costs
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These costs reflect the Contractor’s corporate overhead expenses for general services such as payroll, accounts payable, human resources, benefits administration, and FMIS support. Administrative costs will be included in the fixed Contract price. 14.6
Management Fees This is the Contractor’s fee for managing this project. Management fees will be included in the fixed Contract price.
15.
ADJUSTMENTS TO THE CONTRACT PRICE 15.1
Changes in the Size or Composition of the Fleet The contract price shall be adjusted to correspond to increases or decreases in the fleet size for each vehicle or equipment classification if such changes are at least five (5%) percent on a prorated unit cost basis. These adjustments shall be made semi-annually and based upon the beginning fleet size and classification or the last amended fleet adjustment at Contractor’s request.
15.2
Unusual Costs The contractor may petition Alpena Public Schools for an adjustment to the approved contract at reasonable times on the basis of unusual changes in the contractor’s cost of doing business. For purposes of this section, “unusual costs” shall mean items not covered by this contract, which occur through no fault of the Contractor. The term shall not include price increases arising in the ordinary course of business. The amount of any adjustment pursuant to this paragraph shall be determined by mutual agreement.
16.
NON-CONTRACT COSTS
16.1
Purchases from Contractor From time to time, the District may desire to purchase items that the Contractor sells in the normal course of business. Any and all expenditures made from the Contractor for equipment or other capitalized items (e.g., engine analyzer software, used school buses) in connection with the services and work to be provided by the Contractor hereunder, shall not be included in the contract. No such expenditures shall be incurred without the express prior written consent of the District, and Contractor agrees that the District has the sole authority to
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make decisions regarding items for purchase as ‘arms-length’ transactions subject to the District’s purchasing policies, bid laws and other requirements at the District’s discretion. 16.2
Overtime Overtime and other District-approved labor and material cost incurred by the Contractor in performance of emergency or other directed work shall not be included in the approved contract price, pursuant to the terms of the Contract. If directed work requires overtime, the Contractor will obtain written approval from the Facilities and Transportation Director for it, and the District will only reimburse documented direct additional costs over and above the directed work rate. Alpena Public Schools will not approve or reimburse the Contractor for overtime charges for work included in the Contract Price.
16.3
Additional Reimbursable Items Costs incurred for unit repairs necessitated as a result of user abuse, vandalism, accidents (including towing), theft, acts of God, glass repair, capital improvements, major component failure during the first three (3) months of providing service hereunder, or to vehicles and equipment in excess of life-cycle standards, will not be included in the Contract Price, and will be directly reimbursable by Alpena Public Schools to the Contractor.
ATTACHMENTS TO REQUEST FOR PROPOSAL:
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Certificate and Non-collusion Statement Proposal Form Attachment A - Proposal Requirements Attachment B - Proposal Evaluation Criteria Attachment C - Equal Opportunity Compliance Attachment D - Transmittal Letter Requirements
Attachment E - Vehicle List Attachment F - Dispatcher Job Description
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CERTIFICATE AND NON-COLLUSION STATEMENT The undersigned person duly authorized to represent respondent regarding this proposal, hereby certifies the information contained within this proposal to be true and complete to the best of his/her knowledge and belief. The undersigned further certifies that neither he/she nor anyone employed by respondent has arranged for any person to solicit or procure any Contract from Alpena Public Schools, nor will anyone make any payment or agree to make any payment in connection with the procurement of this Contract. SIGNATURE:
____________________________________________________________________
NAME & TITLE:
____________________________________________________________________
(RESPONDENT)
_________________________________________________________
ADDRESS:
____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________
Subscribed and sworn to before me this __________day of _______________________, 20_______. Notary Public: ________________________________ My commission expires: ________________________ Acting in _________________ County.
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PROPOSAL TO PROVIDE DISPATCHING, FLEET MAINTENANCE AND MANAGEMENT (MECHANICAL) SERVICES FOR ALPENA PUBLIC SCHOOLS Pursuant to your Request for Proposal, the respondent identified herein submits this proposal to provide Dispatching, Fleet Maintenance and Management (Mechanical) services to Alpena Public Schools. 1.
Respondent is (circle one): An Individual A Partnership A Corporation
2. The name and position of the person duly authorized to represent respondent regarding this proposal, including negotiation of Contract if respondent is selected, is: ______________________________________________________________________________ ______________________________________________________________________________ 3. The name and position of the person duly authorized to execute Contracts on behalf of respondent is: ___________________________________________________________________________ ___________________________________________________________________________ 4.
If respondent is an Individual, complete the following: Respondent is an individual doing business under the name(s) of: ____________________________________________________ At: __________________________________________________________ __________________________________________________________
In the City of In the County of In the State of
__________________________________, ____________________________________, ____________________________________.
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The following is a complete and accurate list of the names and addresses of all persons interested in this proposal, or who may represent respondent regarding this proposal. NAME :
ADDRESS:
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
5.
If respondent is a Partnership, complete the following:
Respondent is a (general) or (limited) Partnership, doing business under the name of: _____________________________________________________ At: ___________________________________________________________ ___________________________________________________________
In the City of In the County of In the State of
__________________________________, ____________________________________, ____________________________________.
The following is a complete and accurate list of the names and addresses of the Partners:
NAME :
ADDRESS:
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
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6.
If the respondent is a Corporation doing business under the name of: _______________________________________________________________________ At: __________________________________________________________________________ ___________________________________________________________________________ In the City of In the County of In the State of
__________________________________, ____________________________________, ____________________________________.
The Corporation was organized on _________________ and existing under the laws of the State of __________________________________________________________________________.
Mailing address, if different from above, for correspondence pertaining to this proposal is: _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ ______________________________________________________________________________
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7.
Financial References:
NAME OF BANK:
COMPLETE CONTACT INFORMATION:
___________________________________ ______________________________________ ___________________________________ ______________________________________ ___________________________________ ______________________________________
DUNS NUMBER:
__________________________________
OTHER CREDIT REFERENCE NAME:
COMPLETE CONTACT INFORMATION:
___________________________________ ______________________________________ ___________________________________ ______________________________________ ___________________________________ ______________________________________ ___________________________________ ______________________________________ ___________________________________ ______________________________________ ___________________________________ ______________________________________
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PROPOSAL TO PROVIDE SCHOOL BUS DISPATCHING, FLEET MAINTENANCE AND MANAGEMENT (MECHANICAL) SERVICES FOR ALPENA PUBLIC SCHOOLS
We, the undersigned, propose to furnish Dispatching, Fleet Maintenance and Management (Mechanical) services to Alpena Public Schools, pursuant to the Award of the Contract with the “Notice for Request for Proposal” for the amount of $ , as set out in the general categories below: CATEGORY
YEAR 1
YEAR 2
YEAR 3
Dispatching Services Skilled Mechanic Services Clerical Other ____________
$___________ $___________ $___________ $___________
$___________ $___________ $___________ $___________
$___________ $___________ $___________ $___________
Parts and Supplies Overhead Expenses
$___________ $___________
$___________ $___________
$___________ $___________
Subtotal Contract Price
$___________
$___________
$___________
Administrative Cost Management Fee
$___________ $___________
$___________ $___________
$___________ $___________
TOTAL CONTRACT PRICE
$___________
$___________
$___________
Daily Per Diem Rate
$___________
$___________
$___________
Labor Cost:
Provide a separate itemization of any and all other fees or rates for any other work, if pricing is different. The price shall be required to be firm for the Contract period. The Award of the Contract will be made to the most qualified and responsible respondent as deemed to be in the District’s best interests. Alpena Public Schools reserves the right to reject any or all proposals. The undersigned agrees, should this proposal be accepted, to execute the form of the Contract and present the same to Alpena Public Schools for approval within thirty (30) days after being notified of the awarding of the Contract. RESPECTFULLY SUBMITTED, BY:
__________________________________________
TITLE:
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____
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ATTACHMENT A PROPOSAL REQUIREMENTS
CONTRACTOR RESPONSE This Request for Proposal (RFP) represents the requirements of Alpena Public Schools to procure Contractor services for Alpena Public Schools Dispatching, Fleet Maintenance and Management (Mechanical) services. The following section provides a general description of information to be included in proposals. Proposals must be submitted in the format outlined in this Attachment. Additional information may be submitted in the form of separate bound appendices. Respondents must furnish TWO (2) COMPLETE COPIES of all information required by the request. Additionally, a complete electronic copy of the entire proposal shall be emailed to the District immediately following the submission deadline to
[email protected]. Please do not email this copy prior to the due date and time. Incurring Costs All costs incurred in the preparation and submission of proposal will be borne by the Respondent. Economy of Preparation Proposal documents must be prepared simply and economically, and provide a straightforward, concise delineation of capabilities proposed to satisfy the requirements of the RFP. Unnecessarily elaborate brochures or other presentations are not required. Completeness and clarity of content must be emphasized. All brochures, presentations and items submitted in support of proposals will become part of the Contract. Modification or Withdrawal of Proposals Proposals may be modified or withdrawn in person by written notice received at any time prior to the closing date and time specified. Proposals may be withdrawn in person by an authorized representative of the Respondent. Solicitation of Amendments In the event an amendment to this RFP is issued, all solicitation terms and conditions will remain in effect unless specifically changed by the amendment.
ALL SIGNATURES ON PROPOSALS, AMENDMENTS, OR RELATED CORRESPONDENCE MUST BE BY PERSONS WHO ARE AUTHORIZED TO CONTRACTUALLY BIND THE RESPONDENT. Dispatching, Fleet Maintenance and Management (Mechanical) - May/June 2017
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SUBMISSION REQUIREMENTS
This section provides a summary of information to be included in fulfilling the requirements of this RFP. Respondent must emphasize the rationale for the particular solution being proposed and emphasize its unique advantages. Respondent will submit a proposal for an Alpena Public Schools dispatching, fleet maintenance and management (mechanical) project to meet the minimum requirements identified. The requirements stated herein do not preclude respondent from furnishing additional information as deemed appropriate. Substantial deviation from the minimum requirements stated herein may be cause for rejection from further consideration.
Scope of Services Respondent will include their approach to completing the work elements described in the Statement of Work section of this RFP. The Scope of Services will address each task in the Statement of Work, listed numerically to correspond with the RFP. Management Approach The Respondent’s approach to management of both the fleet and this assignment are to be included in this section. This section should include complete staffing and management information, including a listing of fulltime equivalent personnel. The Respondent’s Management Approach should include Quality Control programs and other Management Control programs deemed necessary by the Respondent for effective fleet management and maintenance. In addition, Respondent’s are required to submit a corporate organizational structure with a description of support services provided by other than on site personnel. Transition Plan Respondents should include complete details regarding their proposed start-up plan for the Contract with Alpena Public Schools, including additional staffing and contractor resources that will be utilized during the transition. Respondents should pay particular attention to the issues the Contractor and Alpena Public Schools will face during the transition period. Respondents should outline any additional costs to Alpena Public Schools associated with the transition. These costs must be provided on the cost proposal form. Qualifications and Experience Proposals must include a brief summary of applicable past experience to show proven and demonstrated ability to execute the requirements of the RFP. Further, Proposals must include a list of up to five current clients for whom the Contractor provides municipal or School Bus Dispatching, Fleet Maintenance and Management (Mechanical) services. The listing should contain the following information for each client: a. Client name (i.e., school district, state, county, local government, agency, etc.) b. Brief description of contract requirements Dispatching, Fleet Maintenance and Management (Mechanical) - May/June 2017
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c. Period of performance d. Total fleet size e. Contact Name and Phone numbers(s) (MANDATORY - for Reference Checks) Preference will be shown to those Contractors who can demonstrate experience with similar (Municipal, School District, County or State) fleet operations. Resumes and Licenses for all management and supervisory level staff proposed, especially any on-site project manager, shall be provided to Alpena Public Schools. Cost Proposal This section will include the Respondent’s complete cost proposal with first year’s contract price. The cost proposal also shall include the Respondent’s position on overtime, directed work and other costing data left subject to proposal in the Statement of Work (outside of contract cost). Additional costs associated with the transition from in-house to contracted services should be outlined separately and clearly stated in this section of the Respondent’s Proposal. Any exceptions to the requirements of this RFP taken by the Respondent in formulating the Respondent’s cost proposal must be clearly stated and explained in this section. Required Forms and Bonds Respondents must include all required forms attached to this RFP. Other Requirements Respondents will fully inform themselves on conditions, requirements, and specifications before submitting their proposal. Neither law nor regulations make allowance for error of omission or commission on the part of the Respondent. FAILURE TO INCLUDE ALL REQUIRED SUBMISSION MATERIALS MAY RENDER THE PROPOSAL NON-RESPONSIVE, AS DETERMINED BY ALPENA PUBLIC SCHOOLS.
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QUALIFICATIONS OF RESPONDENTS Alpena Public Schools may make such investigation as deemed necessary to determine the ability of a Respondent to furnish the required services, and the Respondent will furnish to Alpena Public Schools all information and data for this purpose as Alpena Public Schools may request. Alpena Public Schools reserves the right to request a tour of qualified Respondents’ current fleet maintenance and management locations, prior to Contract award. Alpena Public Schools reserves the right to reject a proposal if the evidence submitted by, or investigation of, such Respondent fails to satisfy Alpena Public Schools that such Respondent is properly qualified to carry out the obligations of the Contract, and to deliver the equipment and services contemplated herein.
METHOD OF AWARD Alpena Public Schools will evaluate and score all valid proposals. Alpena Public Schools will enter into contract negotiations with the highest-ranked Respondent based on the combined scores of the written proposal and any oral presentation. The actual awarding of a contract shall be made by the Alpena Public Schools Board of Education. (See Attachment B, following)
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ATTACHMENT B PROPOSAL EVALUATION CRITERIA Alpena Public Schools will use the following evaluation matrix to compare Respondents' proposals, with the general evaluation categories and total possible score per category being as follows: EVALUATION CRITERIA RESPONDENT'S EXPERIENCE
TOTAL POSSIBLE SCORE
RESPONDENT’S EXPERIENCE Measured in terms of Respondent's performance in fleet management and maintenance for city, county, school district, or state clients. To obtain top scores, respondent must possess a minimum of 5 years’ experience and is in good standing with 5 other current clients in performing fleet management and maintenance with fleets of comparable size and mix for County, City, School District, or State clients. Respondent must also possess a minimum of 3 years direct experience managing and maintaining school buses. Supplied references and researched past and present fleet experience will also be considered in scoring. Respondents with little or no experience will receive the lowest scores. 20 TRANSITION EXPERIENCE Respondent's proven, successful experience converting customer fleet maintenance and management to their own fleet management program. Measured in terms of the number of converted contracts and the quality of references for transition experience.
5
PROVEN QUALITY AND/OR ECONOMY & EFFICIENCY INITITIVES Respondent’s history with existing fleets with obtaining Automotive Service Awards and/or Certifications. Respondents may include success with other initiatives that demonstrate either commitment to quality or achieved successes with efficiency, or both to obtain the most points.
15
RESPONSIVENESS TO RFP REQUIREMENTS Measured in terms of Respondent's proposed approach to meeting the requirements of the STATEMENT OF WORK and satisfying the District’s goals as outlined in the INTENT section of this RFP. The top scores will be granted to the proposals that have the overall best ‘fit’ for the District. Dispatching, Fleet Maintenance and Management (Mechanical) - May/June 2017
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COST Cost points are based upon the first year Contract Price for Vehicle Maintenance, Parts supply proposal portion, and all proposed incentives and penalties. Consideration is also given to the long-term savings potential of the project.
25
UNDERSTANDING OF PROJECT Measured as the Respondent's perception of the issues to be addressed in this project.
10
QUALIFICATIONS OF KEY PERSONNEL Measured in terms of relevant experience of key personnel and their ability to execute the project. Respondents must submit resume of Project Manager. TOTAL POSSIBLE SCORE
10 100
Note: Insufficient management experience and/or support services as determined by Alpena Public Schools may be deemed as a cause for rejection of proposal.
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ATTACHMENT C AGREEMENT AND CERTIFICATION OF COMPLIANCE WITH FEDERAL LAWS AND REGULATIONS Alpena Public Schools and the Contractor (hereinafter jointly referred to as "Contractor" for the purpose of this Agreement) are subject to the requirements of various federal and state laws and regulations. Alpena Public Schools does not discriminate on the basis of race, color, religion, national origin, gender, sexual orientation, disability, age, height, weight, marital status, or any other legally protected characteristic, in its programs and activities, including employment opportunities. The District shall comply with Title II and Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendment Act of 1972, Section 504 of the Rehabilitation Act of 1973, and the Age Act is provided to students, their parents, staff members, and the general public. Any sections of the District’s collectively bargained, negotiated agreements dealing with hiring, and promotion, and tenure need to contain a statement of nondiscrimination similar to that in the Board’s statement above. In addition, any gender-specific terms should be eliminated from such contracts. M.C.L.A. 37.2101 et seq., 37.1101 et seq. 42 U.S.C. 1981 etc. Rehabilitation Act of 1973, 29 U.S.C. 701 et seq. Americans with Disabilities Act of 1990, 42 U.S.C. 12101 et seq. Civil Rights Act of 1964, 42 U.S.C. 2000 et seq. Age Discrimination in Employment Act of 1967, 29 U.S.C. 623 et seq. U.S. Constitution, XIV Amendment The Alpena Public Schools requires that in the interests of economy, fairness, and efficiency in its business dealings that the opportunity be provided to as many responsible suppliers as possible to do business with the School District. Alpena Pubic Schools will make special efforts to use small business, minority-owned firms, and women’s business enterprises, whenever possible, and will take affirmative steps to do so: A. placing qualified small and minority businesses and women’ business enterprises on solicitation lists B. assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources C. dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women’s business enterprises D. establishing a delivery schedule, where the requirement permits, which encourages participation by small and minority business, and women’s business enterprises E. using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce F. requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed here Contactor hereby acknowledges they shall also comply with these laws and regulations. BY:
______________
TITLE:
____
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ATTACHMENT D PROPOSAL TRANSMITTAL LETTER MINIMUM REQUIREMENTS
TO:
______________________________
______________________________
SUBJECT:
PROPOSAL TO PROVIDE DISPATCHING, FLEET MAINTENANCE AND MANAGEMENT (MECHANICAL) SERVICES TO ALPENA PUBLIC SCHOOLS.
The attached proposal is submitted by in response to Alpena Public Schools, State of Michigan, Request for Proposal for Dispatching, Fleet Maintenance and Management (Mechanical) service. All terms and conditions of the RFP have been acknowledged by the undersigned, an authorized, binding representative of ________________________.
________________________________________ Signature
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ATTACHMENT E VEHICLE AND EQUIPMENT LIST The attached vehicle list should be used by all Respondents to determine their proposed costs to provide comprehensive school bus and support Dispatching, Fleet Maintenance and Management (Mechanical) services to Alpena Public Schools as described in the requirements of this RFP. NOTE: This vehicle list should be used as a guideline for determining the types of maintenance that will be required on the different vehicles that the selected vendor must maintain. The list may not be 100% accurate. It should be used as a guide for estimating the different maintenance requirements for Alpena Public Schools.
School Buses
Odometer/Hours
2017 A NAVISTAR (77) B NAVISTAR (77) C NAVISTAR (77) (2018 Year Model)
23,555 18,489 15,976
2016 A NAVISTAR (77) B NAVISTAR (77) C NAVISTAR (77) D NAVISTAR (77)
48,193 23,091 33,958 29,244
2015 A INTERNATIONAL (77) B INTERNATIONAL (77) C INTERNATIONAL (77) D INTERNATIONAL (77)
54,644 34,145 40,891 48,835
2014 A INTERNATIONAL (77) B INTERNATIONAL (77)
77,193 27,620
2013 A INTERNATIONAL (77) B INTERNATIONAL (77)
102,485 107,431
2012 A INTERNATIONAL (77)
97,895
2011 A INTERNATIONAL (77) (2010 Year Model)
194,539
2009 A INTERNATIONAL (71) B INTERNATIONAL (71) C INTERNATIONAL (71)
162,269 143,357 149,551
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2005 A INTERNATIONAL (71) B INTERNATIONAL (71) C INTERNATIONAL (71) D INTERNATIONAL (71) E INTERNATIONAL (71) F INTERNATIONAL (71)
235,735 202,755 234,054 244,265 181,390 229,618
2003 A INTERNATIONAL (71) B INTERNATIONAL (71) C INTERNATIONAL (71) D INTERNATIONAL (71) E INTERNATIONAL (71) F INTERNATIONAL (71)
279,490 274,204 279,140 264,081 278,991 277,186
2002 A INTERNATIONAL (71) B INTERNATIONAL (71) C INTERNATIONAL (71) D INTERNATIONAL (71) E INTERNATIONAL (71) F INTERNATIONAL (71)
286,978 266,750 272,295 275,110 283,134 278,742
2001 A INTERNATIONAL (71) (Red Tagged 10/12/16) C INTERNATIONAL (71) (Out of Commission 5/2/16) D INTERNATIONAL (71) (Out of Commission 7/1/16) E INTERNATIONAL (71) (Out of Commission 3/1/16)
285,137 295,877 294,012 252,466
2000 E INTERNATIONAL (71) (Out of Commission 7/1/16) F INTERNATIONAL (71) (Out of Commission 7/1/16)
276,177 261,886
1999 J INTERNATIONAL (71) (Out of Commission 6/1/16)
203,655
TRANSPORTATION CENTER 2009 Chevy Impala (White) 2009 Chevy Impala (White) 2009 Dodge Caravan (White) 2009 Dodge Caravan (White) 1996 DODGE PICKUP 3/4 TON - Transp. Dept.
96,513 92,383 116,569 116,462 27,011
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MAINTENANCE STAFF 2012 GMC Savana (White) 6.0L Maintenance 1997 DODGE VAN (Teal Blue) TBJH 2003 FORD VAN - Maintenance 1998 CHEVY PICKUP - AHS-Maintenance 1996 DODGE PICKUP - Maintenance
13,898 175,013 67,820 40,834 83,028
FOOD SERVICE STAFF 1997 FORD TRUCK (Food Service/Mail/WH) (Spare) 2000 CHEVY EXPRESS CUTAWAY - Warehouse
172,241 67,908
ALPENA HIGH SCHOOL 2012 CHEVY VAN - AHS-CTE Dept.
83,842
MISCELLANEOUS Kubota (L2450T) Kubota (B7800) Jacobsen (HR 15) New Holland 1720
Hours 3,499 1,595 1,672 2,244
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ATTACHMENT F DISPATCHER DUTIES
SUMMARY: Dispatches transportation personnel to ensure safe, timely transportation of District students to school and related school events. Assists with coordination of communications between parents, students, bus drivers, and building administrators regarding transportation-related issues in a fair, friendly and timely manner. Develops and maintains maintenance of bus routes. emergency procedures and adjustments necessary due to accidents, breakdowns, weather, school schedules or other problems that may arise as a result of providing transportation services for the Director’s approval. The dispatcher operates on a “split shift” to be on-duty whenever busses are on the road. Normal hours will be 5:00 am – 9:00 am and 1:30 pm – 5:30 pm. However, these hours may change at the discretion of the supervisor. ESSENTIAL DUTIES AND RESPONSIBILITIES. Other duties may be assigned. Effectively communicate with parents, students, drivers, school administrators, and the public in resolution of problem situations in a fair, friendly and timely manner. Acts as the District’s “Subject Matter Expert” for the District’s routing software (Versa Trans) and responsible for coordination of its use with the technology, pupil accounting, and building administrators. Conducts follow-up with parents and drivers regarding parental concerns in a timely manner. Transmits transportation information to schools, drivers, and public, as needed. Maintains constant communications with bus drivers via two-way radio. Assigns bus drivers and substitutes in absence of Supervisor of Transportation. Helps maintain records on buses and reports fleet accidents and property damage. Assists staff in maintaining statistics, time studies, and state reports as needed. Helps maintain system health and proper function of cameras and DVR’s on all district buses and assists in the securing and review of video footage from camera system. Assists in the maintenance of and updates to accurate route records. Available for emergencies and road checks as needed. Maintains confidentiality of records and student matters. Assists the Transportation Supervisor in supervision and assistance with the mechanics. Assists the Secretary and Supervisor of Transportation as required. May be called upon to drive a school bus in emergencies. Regular and reliable attendance. Follows all District Policies.
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